Better Hardware Can Increase Productivity

Much of the buzz of the past few years has been over the continuing paperless
practice movement and the phenomenon of “cloud computing.” Pretty
much everyone knows the meaning of paperless; it’s basically self-explanatory.
The term cloud computing, on the other hand, may seem somewhat mysterious.

This article isn’t a primer on that concept; a few of our writers have
already addressed it (see www.CPATechAdvisor.com/go/2259
and www.CPATechAdvisor.com/go/1967).
But I will give my two cents of explanation on the term: It’s essentially
the next phase of web-based computing. Much as Web 2.0 expanded that definition,
cloud computing aims to put virtually everything we do online, including specialty
tax and accounting systems, general office programs (like Word and Excel), data
storage, collaboration tools, and pretty much everything else.

There is no doubt that the software side of things, including “cloud-based”
programs, is turning out some exciting and innovative new concepts that will
greatly affect tax and accounting practices and businesses in general. But hardware
continues to play an equal role to software, providing the actual tools with
which they interface. Quite obviously, without a physical device and keyboard,
the software would do little good. There are those who argue the converse point,
of course (re: Chicken vs. Egg).

But I’m a gadget man. I like to feel a keyboard
and hear it click. I like my smartphone that lets me run errands or hit golf
balls while still being connected to my work email and applications. I love
sleek monitors. I like digging into my desktop PC once a year; not to figure
out how it works, but to figure out how to make it work better.

Even those not so gadget inclined can surely see the value that basic hardware
makes in running a practice or other business, but there are some toys …
I mean tools … out there that can also enhance workflow and help professionals
get things done faster and/or better. There are also some new hardware innovations
that may not have been thoroughly vetted for productivity yet, but that look
promising or at least have that “Wow, that’s cool!” factor.
Finding the ones that help you do your job more efficiently can help you be
more productive in the office or out. Here are a few that I think deserve some
attention in this regard.

AT YOUR DESK

MULTI-SCREEN MONITORS
People have been promoting the use of multiple monitors for years, especially
in a few key professions (especially financial and accounting). The benefits
include a dramatic increase in productivity, and that’s not just taking
the word of the companies that make these multi-monitor displays.

Research shows efficiency boosts of up to 40 percent, plus I’ve talked
to several real-life accountants who love the systems in their practice, especially
during tax season and for write-up. With two monitors, you can have your tax
prep system on one screen and source documents on another, aiding data entry
and review. With three monitors, you can also view tax research or a spreadsheet.
I recently spoke with a professional who uses four-screen displays at his 10-person
practice, which he says greatly streamlines virtually everything he does.

DoubleSight
Displays — $550-$750
DoubleSight (www.DoubleSightDisplays.com)
offers dual-screen monitors in 17-inch and 19-inch sizes (approx. $550 and
$750, respectively) that come mounted on a stand that takes up only the desktop
space of a single monitor. The stands are also available separately, which
allows people to use the monitors they already have. DoubleSight uses Sony
LCD monitors, and its products are also available at Dell, Staples and other
online tech retailers.

Digital
Tigers — $499 - $1,300+
Using Samsung LCD monitors, Digital Tigers (www.DigitalTigers.com)
has a wide range of multi-screen systems, including options with anywhere
from two to eight monitors with screen sizes from 17-inch to 30-inch. Some
of the more popular designs include a two-monitor 19-inch system for $499,
a triple 19-inch for $999 and a four-panel view with two above and two below
priced at $1,389. Each of these uses a single reinforced monitor stand to
preserve desktop space.

SCANNERS/PRINTERS & MULTI-FUNCTION DEVICES
While small, mid-sized and large practices obviously have varying workflows
and some differences in technology needs, many find the same products to be
useful. A practice with fewer than five professional staff, for instance, may
not need a high-end dedicated printer and scanner and will find the use of multi-function
machines on their desktops to be useful. Many large practices, even though they
have those high-volume devices, find it more productive to also keep a scanner/printer/copier
at individual desks in order to reduce time spent away from the workstation.

Fujitsu
— ScanSnap S300 Color Mobile Scanner – $295
The ScanSnap S300 (www.scansnap.com)
is the smallest double-sided scanner with an automatic document feeder. The
company actually promotes it as a “mobile scanner,” since it is
very compact and uses a simple USB 2.0 interface. But the small device packs
a few excellent features, including one-click scan-to-PDF, bookmarking, search
and other document management functions.

Dell
— 2135cn Multifunction Color Laser Printer - $439
Dell’s 2135 (www.Dell.com)
provides a great full-color laser option for desktop multifunction devices.
The device has high monthly duty cycle capabilities (40,000 pages print),
and also offers scan, copy and fax functions. It also has a web-based remote
configuration tool and a toner management function that notifies the user
to reorder.

DYMO
— LabelWriter Twin Turbo – $139
Whether a one-person shop or a larger practice, somebody has to print mailing
labels, and it can be a headache trying to print them on an inkjet or regular
printer. But DYMO’s (www.dymo.com) line of specialized label printers
makes the job much easier and efficient. The Twin Turbo even allows two sizes
of labels to be loaded at the same time in the device, with 55 page-per-minute
speed, high resolution laser output, and direct integration with Word, Outlook,
QuickBooks and ACT!.

FOR THE WHOLE OFFICE/WORK GROUP

HIGH VOLUME SCANNERS
With the continuing focus on digital processes (the paperless movement), scanners
have become a central hub of this effort. Digitizing client documents makes
them much easier to store, search, filter and use (especially on a multi-screen
monitor). And since most tax preparation vendors are also adding some form of
auto-populate or at least auto-organize/workpaper compilation functions, scanners
are essential to making use of these innovations. For firms with a dedicated
administrative staffer who collects client documents up front, a centralized
group scan workflow may be the best method of processing these items.

Epson
WorkForce Pro GT-S80 – $799
The latest in Epson’s WorkForce line (www.Epson.com/workforce),
the sheet-fed GT-S80 offers 40 page-per-minute scanning and duplex (both sides)
in one pass. A 75-page document feeder aids with tasks, and a daily capability
of 1,800 sheets means the machine can handle the full workload of most small
practices or be used as a desktop device for high-volume individuals at larger
practices.

Fujitsu
— FI-6130 Sheet-Fed Scanner – approx. $950
In addition to its desktop/mobile ScanSnap, Fujitsu (www.Fujitsu.com)
offers several workgroup and heavy production scanners, including the new
FI-6130 Sheet-Fed model. The 6130 scans up to 40 pages per minute with 600
DPI resolution, and includes a 50-sheet feeder tray, duplex capabilities and
Adobe Acrobat Standard.

KODAK
— i210 Scanner – $799
KODAK (www.kodak.com) has
transitioned well from a photo-oriented company to a digital imaging technology
vendor, and its document scanners offer good features and capabilities. The
sheet-fed i210 moves at 30 pages per minute and can scan virtually any size
image, from ID cards to documents up to 34” long. The Smart Touch feature
makes scanning directly to email, file or other programs quick and easy, with
output available into multiple file types, including searchable PDF.

MOBILE HARDWARE
It seems there are only a few stalwarts left who’ve managed to maintain
a firm line between “work time” and “non work time,”
and unfortunately I’m not one of them. While I salute these valiant few,
for the rest of us there’s a wide market of mobile gadgets, ranging from
traditional laptops and the latest generation of smartphones that help us stay
connected, to devices that let users perform additional tasks while away from
the office, like mobile scanners, printers and other tools.

PORTABLE SCANNERS & PRINTERS
In addition to Fujitsu’s ScanSnap S300 noted previously, there are a few
other micro peripherals out there that can help you input or output information
while on the road, with some not even needing to plug in since they get their
power from the cable attached to your laptop or phone.

Ambir
Technology — TravelScan Pro 600 – $150
Barely wider than a sheet of paper and less than two inches in height and
depth, Ambir’s (www.Ambir.com)
11.6 ounce TravelScan 600 can quickly scan business cards and documents up
to 8.5 x 14 inches. The lightweight tool uses a regular USB cable for both
data transfer and to get its power, and can save straight to PDF format.

Planon
— PrintStik and DocuPen – Starting at $199
Planon (www.Planon.com)
has taken portable scanning and printing to the extreme, providing pocket-sized
options that can work with a PC, Mac or even mobile phones. The DocuPen can
scan a full page in about four seconds, with full color resolution. And it
has built-in flash storage that can hold hundreds of documents. The PrintStik
brings printing convenience to those on the go; can print from laptops, computers
or smartphones; and doesn’t need its own power supply. This is a handy
tool for those air and road trips.

ONE MORE USEFUL TOOL

Matias
— Complete Mobile Office – $130
The Matias (www.Matias.ca)
Complete Mobile Office bundle combines a folding keyboard, a folding laptop
stand and an optical mouse with retractable USB cord, allowing users to quickly
set up their portable computer in a more comfortable workstation-like setting.
The folding keyboard offers full-sized keys and number pad, while the iRizer
laptop stand can be set to various angles to ease viewing. Matias’ products
are PC and Mac compatible and are available at Staples, Office Depot and dozens
of online retailers.